Client Services Coordinator

Overview

Located in our Vancouver office and reporting to the Managing Director and Operations Manager, this role includes daily real estate administrative support in a fast-paced environment.

As a Client Services Coordinator ( CSC ), you will provide sales, marketing, and research support along with general office administration to our brokers and clients.

Your responsibilities will be an exciting mix of providing presentation support, listing and offer preparation, property marketing and client reporting, conducting market research and transaction administration, all while coordinating promotional and post sales marketing materials (under the direction of our marketing team).

The ideal candidate will have either a minimum of three years’ experience in the real estate industry and / or a diploma / degree relevant to real estate.

This role is suited for someone who is passionate about real estate and whose preference is to have a successful real estate career in an administrative capacity.

The base salary is aligned with market data and is estimated between $55,000 to $65,000 with the ability to achieve additional compensation through a bonus.

Within this range, individual pay is determined by work location and other factors, including relevant education / training, experience, and internal equity.

Responsibilities

The key responsibilities of a Client Services Coordinator include, but are not limited to, the following :

ADMINISTRATION :

• Provide administrative support for internal and external correspondence including file management, scanning, photocopying, organizing, and distributing marketing materials
• Preparation, control, and maintenance of legal documents (letters of intent, offers, proposals, commission agreements, listing agreements, amendments, waivers, extensions, and Multiple Listing Services agreements) throughout the deal and due diligence process
• Maintain and review property listings and manage expiry dates and prepare required documentation
• Draft and maintain progress reports, distributing to the respective clients under the team’s supervision
• Coordinate deal processing and invoicing with agents, landlords and internal Accounting Department
• Schedule meetings, appointments, property tours and travel plans
• Proofread copy for spelling, grammar and layout, making appropriate changes, responsible of accuracy and clarity of final copy
• Work closely with agents on various initiatives and special projects
• Prepare financial models for various client scenarios to aid in the decision-making process throughout a deal

MARKETING :

• Organize, create, prepare, and produce customized marketing materials as well as client-specific packages, presentations, and proposals.
• Assist with preparation, coordination, and assembly of marketing materials for property listings, including brochures, invitations, signage, and announcements InDesign, while maintaining the Avison Young brand throughout all projects.
• Update listings on Avison Young website and other locations as advised
• Research and design space map tailored for clients on InDesign
• Brainstorm and implement creative marketing ideas including graphic design, branding, event and promotional aspects
• Assist with preparation and creation of team marketing materials including Foleon page (website), annual activity and market report, social media posts and other digital / print materials

RESEARCH :

• Coordinate property availability surveys and other applicable research and marketing collateral relevant
• Conduct market information research through various sources including CRM and third-party databases such as MLS, Altus, CoStar, etc.
• Update CRM database with current market and client information.
• Prepare quarterly market update packages for each submarket for the team’s use in new client meetings

Qualifications

To perform this job successfully, an individual must be able to perform each essential task at an above average level. The requirements listed below are representative of the knowledge, skill and / or ability required.

• Minimum 3 years of commercial real estate experience and / or a diploma / degree relevant to commercial real estate
• Must have or obtain an active Real Estate Trading Services License within one year of employment
• Advanced knowledge and efficient use of business suite computer programs including Word, Excel, PowerPoint, Outlook, and Adobe Creative Suite (InDesign, PhotoShop, Illustrator, and Acrobat)
• Possess characteristic traits of independent thinking, self-starting initiative while working well in a team-oriented environment.
• Access to a car or other transportation to / from property tours and client meetings
• Must be able to handle flexibility in task management while having a keen eye for detail
• Ability to read, analyze, interpret, and create general business documentation.
• Ability to write reports, business correspondence and format presentations.
• Excellent and effective verbal and written communication skills.
• Excellent proofreading and editing skills.
• Ability to multi-task, utilize effective time management skills, and be able to recognize and respond to time sensitive issues and tasks.
• Ability to work efficiently under pressure with multiple timelines and with limited direction / supervision.
• Ability to maintain discretion regarding personnel and industry-related matters.
• Attitude positive, always seeking to better our team, reaching out to bring value.

Workplace Type

On-Site

Avison Young practices as an equal opportunity employer in all services locations around the world. We are committed to building and maintaining a workforce diverse in experience, skills and knowledge with uniformity in service excellence, commitment and integrity.

The firm maintains a strict policy to ensure employment opportunities are equal and do not discriminate based on race, color, religion, creed, age, sex, gender, gender identity or expression, sexual orientation, national origin, citizenship, disability, marital and civil partnership / union status, protected veteran or military service status, or any other elements protected by law.

Avison Young welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates during the recruitment process.

For those requiring assistance, information relating to the need for accommodation and accommodation measures will be addressed confidentially.

Avison Young is committed to employing the best talent with the most fair and equitable recruitment practices. Apply with us TODAY!